Sources of Financial Assistance for CJIS Mandate IIIIII A guide for Law Enforcement Agencies P OLI CE I. M. SAM P LE BADGE 12345 H I R E D AT E 02/12/2000 S TAT U S ACTIVE AUTHORIZED 866965 w w w. ge m alto. co m
IIIIII Table of Contents About this White Paper... 3 Introduction... 3 Summary of Mandate Requirements... 4 How to Approach the Mandate with Grant Programs... 5 Identifying Funding Resources for CJIS.... 6 Grant Resources... 8 Sample Grant Components... 8 Completing Your Grant Application.... 11
About this white paper As the global leader in digital security, Gemalto ships approximately 1.5 billion smart secure devices every year and supplies a wide range of software and services to hundreds of the world s largest enterprises and government agencies. While we know security, we don t pretend to be expert grant writers. Gemalto commissioned PoliceGrantsHelp to develop an educational tool for agencies facing the upcoming CJIS mandate (FBI CJIS policy version 5.1). Drawing from PoliceGrantHelp s extensive knowledge and experience, we hope the information shared in this guide will help you identify sources for additional funding and successfully apply and win grants. For more information on the tools that will help you implement advanced authentication and become CJIS compliant, please visit http://www.gemalto.com/identity/solutions/get-ready-for-cjis.html. Introduction from PoliceGrantsHelp Grant writing can seem like a daunting task, especially when deadlines are tight, the project is urgent and proposal writing is not your usual line of work. Many police departments are turning to grants as a result of scarcity of resources along with increasing technology requirements. For ten years, I have worked as a grant writer for a large police department. I have written over 50 grants for law enforcement equipment and programs. I know firsthand how overwhelming it can be to be given a Request for Proposal and hear the words oh yeah, the application is due next week. The first step towards obtaining funding is always to ensure that your police department is ready to accept and administer grant funding. The chief and other administrative leaders in your organization must approve grant funding prior to submitting an application. Make sure you have presented your idea clearly and have their full support for the project. Once you have secured the support of your police department, you are ready to develop a fundable project. Select a funder and follow their directions carefully. The outline in this guide should help you answer most of the requirements in any grant application. Whether you re a first time grant writer or a seasoned pro, assembling a competitive grant application starts with three basic elements: research, planning and preparation. Your organization needs to understand that grant writing cannot be a once a year affair that is crammed into a few days centered on a grant deadline. Not only will this place an undue amount of stress on the grant writer, it will also usually result in a poorly written and perhaps incomplete application that does not get funded. If your organization is going to be competitive in the funding arena, grant project planning and preparation should be a year-round activity. This guide is designed to provide general assistance for identifying and applying for funds to achieve compliance with the CJIS Mandate. I have used broad categories that will correlate to most solicitation requirements and required proposal components. As always, if you have questions or require further details for any specific grant, please contact the team at policegrantshelp.com. Vanessa Davidson, Grant Consultant Sources of Financial Assistance for CJIS Mandate 3
Sources of Financial Assistance for CJIS Mandate IIIIII A guide for Law Enforcement Agencies 1 Summary of Mandate Requirements The Criminal Justice Information Services Division (CJIS) is a division of the U.S. Federal Bureau of Investigation. CJIS provides state, local and federal law enforcement with access to information such as fingerprint records, criminal histories and sex offender registrations. Access to this information is crucial to daily operations of law enforcement at all levels. Equally crucial is the safekeeping of this sensitive information by ensuring that access is only provided to authorized personnel. What is Advanced Authentication? Authentication is a way to identify the user of a system, usually using a username and password. Advanced Authentication, also termed two-factor authentication, requires an additional step to access a system. An example of this is using an ATM. To complete a transaction, two steps are required: something you have (for example, a smart card, security token or key fob) or something you are (fingerprint or eye scan) AND something you know (for example, a password, pin number, or challenge question). Advanced Authentication is required for: 6 All mobile systems, including laptops (removed from the squad cars) and all mobile devices, such as cell phones and PDAs, that run FCIC/NCIC access) transactions. Any device that uses the internet, wireless or dial up connections to run or process FCIC/NCIC transaction. How to Comply: There are many solutions available to help with CJIS compliance. The FBI recommends utilizing current building access cards (or implementing logical access cards) to gain access to your network securely and compliantly. 4 Sources of Financial Assistance for CJIS Mandate
There are two main steps necessary to comply with the Advanced Authentication requirement: 1. Choose an authenticator technology or combination. The following options are recommend by Gemalto as the most secure and acceptable choices for police and first responders: Hardware one-time password tokens. Smart cards with digital certificates. 2. Upgrade the identity and access management infrastructure Modify systems and networking infrastructure to accept advanced authentication. Implement an advanced authentication server. Upgrade desktops, laptops and police cars to work with authenticators. When to Comply: On January 1, 2011, the FBI issued a mandate requiring Advanced Authentication to be implemented by all agencies that utilize the CJIS database. Unique passwords and strong passwords was the first part of the CJIS mandate that was completed in September of 2010. The more advanced part of the FBI directive (the Advanced Authentication provision) is required to be in place by 2013. The FBI mandate requires compliance by September 2013. Failure to comply can result in several penalties including total loss of access to the CJIS database. How to Approach the Mandate Using Grant Programs So, what s the next step? For a wealthy department already equipped with the latest technology, compliance with the CJIS mandate may not be far out of reach. However, most departments probably fall into the we didn t plan for this in the current budget and how do we comply by September 2013? category. Fortunately, assistance is out there in the form of grants. Before choosing a funding source, however, your department must assess your current technology situation as it pertains to CJIS. Once you determine where you are, the next step will be to choose a cost effective compliance solution that can be implemented in a timely manner. Keep detailed notes of your assessment and needs as these will be extremely helpful when composing a grant proposal. A Project Manager should be identified to guide and oversee the plan s implementation. This person should be in regular contact with the Chief and other Command Staff as it pertains to the project and any related grant submissions. Once a solution is identified, construct a preliminary budget so that you are aware of monetary caps when searching for a funding source. Be sure to consider what funds your department has available for match requirements. Develop a comprehensive plan detailing the following: Who will oversee the project? What items will be purchased. Why the technology is necessary. Sources of Financial Assistance for CJIS Mandate 5
How the technology will ensure compliance with the mandate. How the project will be implemented (include user training and describe how identifiers and authenticators will be managed and kept secure). How much the project will cost. When the project will be implemented (build a timeline). If you complete these steps now, the information can easily be tweaked to fit many different types of grant applications and proposal formats. Finally, do not limit your request to one source. You may need to combine funding to complete the entire project. Identifying Funding Resources for CJIS Note: information from 2012 grant season is provided to offer an outlook for 2013. Please visit the websites provided for actual 2013 grant opportunities and deadlines. Federal Grants Edward Byrne Memorial Justice Assistance Grant (JAG) In Fiscal Year (FY) 2012, there were a total of 50 states, six territories, and 1,217 local jurisdictions eligible for JAG grants, with a total of $295.58 million available. These funds support a broad range of activities to prevent and control crime and to improve the criminal justice system, including equipment and operations. JAG funds support all components of the criminal justice system, from multi-jurisdictional drug and gang task forces to crime prevention and domestic violence programs, prosecution and courts, corrections and community corrections, drug treatment and enforcement, planning, evaluation, crime and witness programs, and justice information sharing initiatives. Sixty percent allocation is awarded to the State and 40 percent is set aside for units of local government. The procedure for allocating JAG funds directly to local units of government is a formula based on population and crime statistics included in the UCR database. Each state handles its allocation differently, with competitive grant application periods at different times of the year. JAG funds allocated directly to local jurisdictions are federal formula grants. There is a fund amount listing for joint applications in disparate communities. If your jurisdiction is listed with another city or county government, you are in a funding disparity. In this situation, the units of local government must apply for an award with a single, joint application. This means the disparate communities must work together to agree on funding amounts for each community listed and create a multi-community application. Each community may have its own priorities. A single budget must be developed and each community must create a memorandum of understanding (MOU) defining the amount and purpose of funding each community will receive. The partnership of the local law enforcement organizations must also select the governmental body with the best capacity to manage the grant award to be the lead organization for the application. This lead organization will manage the funds and provide for all of the reporting and management requirements to the Bureau of Justice Assistance. The lead organization may also receive funding for the cost of this administrative function. More Info: https://www.bja.gov/programdetails.aspx?program_id=59. 6 Sources of Financial Assistance for CJIS Mandate
COPS Community Policing Development Program This program funds a broad range of projects intended to advance community policing practices by supporting the development innovative community policing strategies, applied research, guidebooks and best practices that are national in scope. This year, the program funded projects related to a number of public safety topic areas, including Community Policing Enhancement, Policing in a New Economy, Ethics and Integrity, Child and Youth Safety, Police Operations, and Officer Safety and Wellness. COPS also funded awards in an Open Topics category, which solicited innovative projects to advance community policing strategies. The Community Policing Development grant was open to all public governmental agencies, profit and non-profit institutions, universities, community groups and faith based organizations. Accepted proposals were of national relevance, designed to significantly advance the field of community policing, and demonstrated an understanding of community policing as it pertains to the application topic. More than 6.5 million was awarded in 2012. The previous Request for Proposals was released in the Spring of 2012 with applications due on 21 May 2012. More Info: http://www.cops.usdoj.gov/ National Criminal Justice History Improvement Program The NCHIP grant program is to improve the nation s safety and security by enhancing the quality, completeness and accessibility of criminal history record information and by insuring the nationwide implementation of criminal justice and noncriminal justice background check systems. NCHIP awards are made to the agency designated by the Governor to administer the program. Funds distribution is based on need rather than population or other formula-based methodology. Some states allocate the funds to localities, however, procedures differ. The previous Request for Proposals for States was released in the Winter of 2012, with applications due on 26 March 2012. More Info: http://bjs.ojp.usdoj.gov/ index.cfm?ty=tp&tid=47. State Funding Resources State Emergency Management Department State Homeland Security Department State Department of Justice Foundation Grants Community Foundations Private Foundations Corporate Foundations Sources of Financial Assistance for CJIS Mandate 7
IIIIII Grant Resources Policegrantshelp.com: www.policegrantshelp.com Federal Grants Website: www.grants.gov The Foundation Center: www.foundationcenter.org JAG Program: www.ojp.usdoj.gov/bja/grant/jag.html COPS Website: www.cops.usdoj.gov/ State Contacts for NCHIP: http://bjs.ojp.usdoj.gov/index.cfm?ty=tp&tid=471#contacts DUNS: http://fedgov.dnb.com/webform (This is a link for obtaining a DUNS number. A DUNS number is required to apply for government funds. The process can take several days so be sure to begin in plenty of time before the deadline.) American Fact Finder: http://factfinder2.census.gov/faces/nav/jsf/pages/index.xhtml Other Resources: www.policegrantshelp.com/resources/ Across the nation there are thousands of foundations that annually grant millions of dollars to eligible organizations for projects in their communities. If you are aware of a foundation in your area, the first step is to call the foundation director and explain who you represent and the type of project for which you are seeking funds. From this conversation you can determine if your agency and project are eligible and what the process is to access funding. If you are not aware of any foundations, you can access The Foundation Directory at your local library or online through the Foundation Center (www.foundationcenter.org ), which are both excellent sources to find information about foundation grant-making activities. Direct Funding Many local businesses will sponsor equipment for law enforcement. Either visit local businesses or send a letter to owners to introduce them to your agency and describe your funding need. It is often helpful to offer public recognition to businesses in exchange for a donation. Grant Components Most federal grant solicitations require standard components including a Problem/Needs Statement, Project Narrative or Program Implementation Plan, Budget, Budget Narrative, Goals and Objectives and Project Analysis or Performance Measurements. As stated earlier, if your department develops a comprehensive plan for the implementation of the CJIS Mandate Compliance, you will be in a great position to start filling in the blanks for any application. It is important to carefully read the solicitation guidelines and then read them again. Unless it is prohibited in the RFP, contact the funder with any questions before writing. When writing, use concise and clear language. Once you have addressed all elements required in the solicitation, there is no need to add more information. Your funder will appreciate this. The JAG grant application requires a Governing Body Review. That means that your local government (a 8 Sources of Financial Assistance for CJIS Mandate
city council, county commission, county board of supervisors or other legislative body at the local level) based on your local laws and procedures for providing the application to the governing body must review and approve your application at a public meeting. The manner in which you notified your governing body and the date this was completed must be included in the Review Narrative portion of your application. A public comment period must be provided. The application must be submitted AT LEAST 30 days prior to submission of your application to the Bureau of Justice Assistance. This can be completed during a Council or Commission Meeting. You can advertise in advance to solicit public comments through a newspaper ad, press release or other means your department uses to communicate with citizens. It is imperative that all efforts are documented. The following are descriptions of what is required in each grant component section, including helpful tips or special considerations to be aware of while writing. These sections may not exactly match all grant applications, but they are broad and common enough to get you on the road to a well written proposal. Again, be sure to become familiar with the solicitation you are responding to before you begin writing and organize your proposal accordingly. Problem Statement: This is where you describe why you are requesting funding for a project. Describe the problem to be addressed and demonstrate a comprehensive understanding of the issue. What circumstances exist that will be addressed by this funding? It is important to demonstrate a need for any items that will be listed in the budget. Use statistics or other research information to support and validate your statements. For example, when writing a problem statement for the CJIS Mandate, reference FBI CJIS policy version 5.1. Describe the consequences of non-compliance. Finally, describe your department s financial status and explain why additional funding is necessary to comply with the mandate. Project Narrative / Project Implementation: The project narrative provides the meat of your proposal. Begin this section with a general description of your department and jurisdiction. Next, begin describing what the department is asking for to respond to the problem described above. All project implementation details should be addressed. Make sure to answer all questions / requirements listed in the solicitation. Use some of the same words in this part of the proposal that are used in the solicitation. Oftentimes reviewers are looking for buzz words when reviewing applications. Describe the analysis of the current technology and how your department will address any new technology or enhancements. What solution did your department choose and why? Use a timeline to demonstrate when each required task will be completed. For example, this project will require the purchase of equipment (this should include obtaining quotes and any internal processes that must be followed), installation, training and policy establishment. Designate who will be responsible for each task and when it should be completed. Another element of the Project Implementation section is expected outcomes. What are the departments expected results? What exactly will occur as a result of the implementation of this project? Sum up this section by explaining how the request relates to the funder s stated objectives, purpose, priorities and requirements. Sources of Financial Assistance for CJIS Mandate 9
Budget and Budget Narrative: The budget details project costs and usually consists of a spreadsheet or table with the budget detailed as line items and a budget narrative (also known as a budget justification) that explains each expense and how it supports the project. Even when proposal guidelines do not specifically mention a narrative, be sure to include an explanation of the budget. Make sure that all budget items meet the funding agency s requirements. Below is the detailed budget format required by most federal grants (I have included portions that would be applicable to this type of project). The full example can be found at www.ojp.usdoj.gov/funding/forms/budget_detail.pdf. Again, it is imperative that you carefully read the requirements to ensure you are using the correct format. D. Equipment Equipment Item Computation Federal Non-Federal Total 1 Equipment items $ ------ Total Equipment $ ------ E. Supplies Supply Item Computation Federal Non-Federal Total 1 Supply items $ ------ Total Supplies $ ------ Below is the budget narrative format required by most federal grants: D. EQUIPMENT (insert total amount here) Describe each item here and how it pertains to or supports the project. Below each section copy and paste the applicable section of the detailed budget for cross reference. Describe the source of all nonfederal funding. D. Equipment Equipment Item Computation Federal Non-Federal Total 1 Equipment items $ ------ Total Equipment $ ------ E. SUPPLIES (insert total amount here) Describe each item here and how it pertains to or supports the project. Below each section copy and paste the applicable section of the detailed budget for cross reference. Describe the source of all nonfederal funding. E. Supplies Supply Item Computation Federal Non-Federal Total 1 Supply items $ ------ Total Supplies $ ------ 10 Sources of Financial Assistance for CJIS Mandate
Goals and Objectives: A goal is a broad statement of what the department seeks to accomplish. Objectives are specific, measurable steps that will be implemented to achieve the listed goal. Goal (example): To achieve compliance with the FBI CJIS policy version 5.1 requiring Advanced Authentication. Objectives (examples): To purchase (or enhance existing) technology to facilitate Advanced Authentication. To provide training related to the mandate and associated technology requirements. To write and implement a department policy requiring personnel to comply with requirements. Analysis / Performance Measurement Most grants require periodic reporting that describes how the project funds were spent and analyzes or measures the impact of the project on the problem. Again, in this section, read the requirements carefully. Describe what data will be gathered, how the data will be analyzed and who will be responsible for completing the work. Make sure this process accurately reflects the solicitation. All JAG grants require the quarterly submission of the Performance Measurement Tool. Information regarding this requirement can be found at www.bjaperformancetools.org. Attachments All other JAG application requirements for standard forms and certifications may be found in the JAG local solicitation: www.ojp.usdoj.gov/bja/grant/jag.html This application requires demonstrated strategic planning, input from all partners utilizing law enforcement best practices and procedures. Each law enforcement organization must demonstrate project outcomes that benefit the community and the department. Make sure you address all of these issues prior to submitting your application. Only those applications with strong plans, demonstrated need, understanding of current law enforcement practices and sound performance measurement will be funded. To assure that your department is developing a competitive application you must contact your State Administering Agency (SAA) and obtain your State Law Enforcement Strategic Plan to ensure that your funding requests align with your state plan. To locate your state contact, go to http://www.ojp.gov/saa/index.htm Completing Your Grant Application Each applicant for federal grant funding must be registered with the Central Contractor Registration (CCR), have a registered DUNS number and register with the federal government to enable an electronic grant application submission. All instructions and forms are located at www.grants.gov. As with any grant application you must follow all directions, review all the recommended websites and have a full understanding of the federal requirements for the field of work in which you are attempting to obtain funding. Sources of Financial Assistance for CJIS Mandate 11
Once you have identified the appropriate funder, read the request for proposal very carefully and create your grant application as directed in the RFP. Most of the work required for justification of the project has been completed in your preplanning process. Other grant information may be required concerning any partnerships or programs you need to develop to complete the application. Contact peers for examples of similar projects. However, it is very important not to copy and paste. Remember to allow plenty of time for review and revision as well as internal processes for approvals and signatures. And if you get stuck, remember the PoliceGrantsHelp team is available to assist you at: PoliceGrantsHelp Team expert@policegrantshelp.com 866-463-7792 If you have further questions beyond FBI CJIS policy version 5.1 and what their department needs to become compliant, contact your local state CSO/ISO for clarification. For more information on the tools that will help you implement advanced authentication and become CJIS compliant, please visit http://www.gemalto.com/identity/solutions/get-ready-for-cjis.html. 12 Sources of Financial Assistance for CJIS Mandate
IIIIII The world leader in digital security 2013 Gemalto. All rights reserved Gemalto, the Gemalto logo are trademarks and service marks of Gemalto NV and are registered in certain countries. May 2012. www.gemalto.com